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Event Services strives to make every event on campus a success. We encourage all members of the University of Northwestern—St. Paul community and guests to abide by these policies when hosting events to assist us in our efforts.

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titleReserving a Space for Your Meeting or Event
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titleReserving a Space for Your Meeting or Event

Event Services s

trives to provide an accurate and up-to-date schedule for the University's facilities. We help maintain and operate a scheduling program that tracks the use of nearly every room on campus. Room use must be booked through Event Services. Although a room may appear available, it may be reserved so we ask that campus community members do not utilize empty rooms without first requesting to use them.

To reserve a room for campus related events: 

  •  Complete the Reserve a Room form on theRock or email the Campus Event Coordinator
    at reservearoom@unwsp.edu.
    • Event services will process your request and send a confirmation email with the details of your event. Your event is not confirmed until you receive a confirmation email. 
      • Please review the confirmation email for accuracy. 
    • Please be as detailed as possible in your request. 
    • If there are any scheduling conflicts or concerns, Event Services will connect with the requestor via phone or email. 


University of Northwestern–St. Paul students are able to utilize space on campus for events, gatherings, and meetings. Student requests must be processed by event services. Please submit requests via Student Requests form.

In addition to the guidelines listed above, students need to follow these additional guidelines: 

  • Student events must be supported by a campus department, club, residential life, student group, or another campus affiliated group. 
  • Students MUST list a faculty or staff member on their request form for approval.
    • All club event submissions will need adivisor approval and club staff approval.
  • Student events that have outside guests should not be held in the student center. 



If you believe your event could be categorized as a rental or a sponsored event, please read the information on this page, Department Services.




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titleGeneral Event Policies & Information

Additional policies and helpful information to know when making your event request (please note: Event Services has the authority to update and change these policies at any time):

  • Event Services assists with event signs, reserved parking, room set up, and audio visual use by collaborating with Facility Services, Public Safety, Grounds Team, and Audio Visual Services. 
    • If your event is in need of any of these services, please list that in your request to events or by directly emailing reservearoom@unwsp.edu, Event Services will communicate with the other departments on your behalf. Separate work orders should not be submitted in relation to events. 
  • All arrangements for serving food on campus must be approved through the Event Services Office to ensure safety, compliance with FDA regulations, and the meeting of contractual obligations with our food service provider, Bon Appétit. For additional information, please read Campus Foodservice Policies.
  • Event Services has a large supply of easels and boards for the campus community to borrow. Easels must be checked out at the events office and returned by the date determined at check out. 
  • Fog machines are only to be used in Knight Performance Hall and should not be used anywhere else on campus. 
    • Fire alarms will sound if a fog machine is used.
  • Whiteboards that do not fit in the elevator should not be moved to different floors. Relocating these whiteboards by stairs is a major safety concern. 
  • Requests made within three hours of a scheduled or anticipated start time of a meeting or event, will be considered "late notice." The Event Services Office will do their best to meet all of the requests, but we ask for your understanding if the request cannot be fully met or met at all. 
  • When planning events outside, it is recommended the event host requests a back up date and, or inclement weather location. 

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